Administration Specialist - Personal Assistant

at  University Hospitals Coventry and Warwickshire NHS Trust

An exciting opportunity has arisen for an enthusiastic individual with excellent administrative and communication skills to apply for the position of Administration Specialist for the Integrated Discharge team at University Hospitals Coventry & Warwickshire (UHCW) NHS Trust.
The post-holder will work closely with the clinical staff within the Integrated Discharge team, supervise junior staff and provide key support to the service manager organising meetings, managing the diary and producing key reports for the service alongside day-to-day data collection.
Excellent communication, organisation and administration skills are essential to ensure the effective and efficient management of patient information related to discharge pathways. This role within the Integrated Discharge Team is pivotal to supporting hospital flow in an extremely busy environment, ensuring electronic systems are accurately updated, ordering equipment and liaising with out of area organisations for up to date discharge plans.
Closing Date: Please be advised that this job advert will close as soon as sufficient applications have been received. Please apply for this job as soon as you can, if interested.
The post holder will work closely with community organisations and oversee the progress chase data base. The post holder will act as a key point of contact for community partners, ward staff and patients families, sign posting and answering queries related to referrals and discharge plans.
Knowledge and experience of the NHS is desirable but not essential. The post holder will have access to on the job training.
The post will involve effective time management, managing schedules and leave arrangements ensuring appropriate and timely communications with all relevant personnel; arranging meetings/events; composing and transcribing minutes proactively ensuring action points are raised and completed; preparation of correspondence and reports; effective management of the office by establishing and maintaining efficient manual and electronic correspondence and documentation management systems; ensuring office equipment and stationery levels and assessment/referral paperwork is maintained, processing orders as required.
The post holder will be required to undertake project work as directed, including obtaining information from the Internet, collation and reporting of data in order to produce reports and spreadsheets, utilising relevant Trust IT systems, as determined by the role, ensure all relevant data is collected and input accurately in line with Trust guidelines. Share ideas for potential service improvement.
Please be advised that interviews are proposed for 09th August 2024
University Hospitals Coventry and Warwickshire NHS Trust, rated as good by the Care Quality Commission, is one of the largest teaching Trusts in the UK.
We are extremely proud of our employees across our hospital sites, with high quality patient care at the heart of everything we do.
Boasting some of the most modern facilities in Western Europe, the Trust is renowned for being at the forefront of research and innovation as part of its blossoming reputation as a worldwide leader in healthcare.
We are proud to be recognised as a Pathway to Excellence® designated organisation – please click the link for further details about this prestigious award. Pathway To Excellence ® - University Hospitals Coventry & Warwickshire (uhcw.nhs.uk)
By joining our exciting journey, you will form part of a passionate, talented team and will be able to access a wide range of learning and development opportunities. There has never been a better time to join our team.
The Trust is committed to building an organisation that makes full use of the talents, skills, experience, and different perspectives available in our diverse society. We want everyone to feel they are respected, valued, can achieve their potential and receive the most appropriate and relevant care. We will create an environment where the equality and human rights principles of fairness, respect, equality, dignity and autonomy are promoted and are part of the organisation’s core values.
1. To act as a senior point of contact to ensure all enquiries are effectively managed and successfully resolved within a prompt timescale, ensuring all relevant personnel are informed as necessary and an appropriate record is maintained.
This will include liaising and effectively communicating at all levels using written, oral and electronic methods. Using tact and sensitivity to deal with difficult issues.
2. To ensure, wherever possible, that all documentation is up-to-date, in an orderly fashion and available whenever decisions are being made, reporting exceptional circumstances where necessary.
This will require effective collaboration with all relevant personnel to maintain an efficient administrative system; prompt transcription; manipulation and distribution of appropriate correspondence.
3. To ensure the effective organisation of all patients referred to CWPT, ICB, Social Care, AMHAT and IDT sending copies of referrals to the external organisations abiding by their processes and policies.
This will require effective collaboration with external agencies, logging all referrals, informing referrers of any rejected referrals and ensuring progress chase is updated and accurate abiding by data protection laws.
4.The post holder will demonstrate and explain Departmental practices and procedures; undertaking appropriate training and development with new and existing staff ensuring high standards of practice are maintained at all times. Provide cross-cover on a reciprocal basis in the absence of colleagues and have supervisory responsibility for Band 2/3 admin team members with the support of the Integrated Discharge Team Leaders.
For further details of the role please see the attached job description

Please refer the Job description for details